NLC-2290R: Student Records Support

Additional Information:

For over 50 years, the Northern Lakes College vision has been to increase accessibility to educational opportunities. With 25 locations across northern Alberta, program sites throughout Alberta, and a unique Supported Distance Learning model, students can access quality educational opportunities without leaving their community. Students can study from the comforts of home, work, on the road, or from one of the many College locations. Northern Lakes College offers a variety of university transfer, diploma, and certificate programs, including Academic Upgrading, Business & Administrative Studies, Health & Human Service Careers, Pre-Employment & Apprenticeship Trades, Resource Technology, University Studies, and Continuing Education & Corporate Training certificates and courses. The college supports and promotes professional development and wellness opportunities and provides employees with an attractive benefits plan and competitive salaries. The College service region offers numerous recreational activities for the entire family to enjoy!

Northern Lakes College has the following Permanent full-time positionavailable:

Student Records Support
Salary: $52,428 to $63,972 per year
Location: High Prairie
Start Date: September 28, 2026

Qualifications:

• Certificate in Office or Business Administration, or equivalent education/training
• Minimum 1–2 years of relevant experience in an office, administrative, or educational environment
• A clean vulnerable sector criminal record check prior to commencement
• A valid Class 5 driver’s license
• A combination of education, training, and experience may be considered

Additional Qualifications:

• Ability to manage multiple priorities and deadlines in a high-volume environment
• Strong time management and organizational skills
• Demonstrated ability to work effectively as part of a team

Nature and Scope of Work:

Reporting to the Associate Registrar, this position is responsible for accurate data entry, validation, and maintenance of student records within the Student Records department. This includes supporting the full student lifecycle, such as registration, enrollment, completion, retention tracking, and T2202A tax certificate processing. This role ensures the integrity and accuracy of data used for internal reporting and external compliance requirements. The incumbent must adhere to all applicable policies, procedures, regulations, and service standards. The role also involves developing and maintaining desktop procedures to support operational continuity.

Duties and Responsibilities:

Data Entry, Validation, and Reporting

• Respond to internal and external inquiries related to student record processing and data maintenance
• Validate data imports and exports within the Student Information System (SIS)
• Generate and analyze system reports to identify data discrepancies or issues
• Perform ongoing data audits to ensure accuracy and integrity
• Identify, investigate, and resolve missing or incorrect student data
• Ensure all data meets established standards, policies, and regulatory requirements
• Support enrollment verification and registration audit processes
• Enter and maintain student data across the full lifecycle, including: Registration Enrollment and course changes Student status updates Completion records
• Process and validate credit course registrations
• Ensure compliance with FOIP/privacy legislation
• Collaborate with Finance and program areas to support timely registration, invoicing, and workflow processes

Student Records Management and Retention

• Review, organize, and archive student records in accordance with retention guidelines
• Create, maintain, and audit student files to ensure compliance with procedures and regulations
• Utilize the Student Information System and document management systems to maintain accurate and accessible records

Operational Support and Process Improvement

• Follow established workflows to ensure efficient and effective processes
• Identify opportunities and recommend improvements to business processes
• Develop and maintain desktop procedures to support continuity and service standards
• Provide cross-functional support within the Student Records team
• Initiate and validate student invoices in alignment with Finance deadlines
• Support collaboration between Student Records and other departments (e.g., Finance, Programs, Housing)

Cross-Functional Responsibilities
(Assigned based on operational needs)

• Respond to general T2202A inquiries and refer complex questions to Finance
• Manage file room control, ensuring archived records are tracked and accounted for
• Perform other related duties as assigned by the Associate Registrar

Skills/Knowledge:

• Proficiency with Student Information Systems and Microsoft Office applications (Excel, Outlook, Word)
• Strong attention to detail and commitment to data accuracy
• Knowledge of post-secondary environments and student records processes is an asset
• Excellent verbal and written communication skills
• Ability to work effectively in a fast-paced environment with competing priorities
• Strong organizational and problem-solving skills
• Ability to maintain confidentiality and handle sensitive information appropriately
• Reliable, dependable, and able to work both independently and collaboratively

Contacts (Internal and External):

Internal

• Students
• Leadership and management
• Faculty, instructors, and facilitators
• Student Records and support staff
• Corporate services departments

External

• General public
• Government and regulatory bodies
• Other post-secondary institutions
• Business, industry, and community organizations
• Vendors and service providers

Assets:

• Knowledge of post-secondary environments and student records processes
• Experience handling high-volume data entry with a strong accuracy rate
• Familiarity with records management systems
• Understanding of privacy legislation
• Experience supporting cross functional workflows involving Finance, Academic Departments and Student Services

Successful candidates must provide College or University transcripts and a clean Criminal Record Check to Human Resources prior to commencement.

This position is covered under the Collective Agreement between Northern Lakes College and the Alberta Union of Provincial Employees.

Note: Northern Lakes College thanks all applicants for their interest in employment; however, only those candidates selected for interviews will be contacted.

• Competitive salaries
• Vacation time ranging from three to eight weeks
• Excellent health and dental benefits
• Life and disability insurance
• Pension plans with employer contributions
• Comprehensive employee and family assistance program
• Professional development opportunities